Administrative Assistant II - Mass Communication

Position Overview:

Performs general administrative and office support activities; may support faculty, professionals, or students. Performs word processing and data entry. Maintains file system and department records. Prepares reports and presentation materials and makes copies. Receives and responds to correspondence, manages multi-line telephone system, and may manage department email inbox. Receives and directs visitors and may perform customer service related duties. Orders and maintains an inventory of supplies, and makes purchases/completes requisitions. Generates basic reports. May handle confidential information.

Department Specific Essential Job Functions:

Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Distributes all incoming mail. Initiates correspondence for Chair's signature. May assist in the preparation and maintenance of the departmental budget. Attends meetings. Assists in ordering and maintaining inventory of supplies and equipment. Prepares requisitions and purchase orders. May assist with timecards for students. Responsibilities for copiers: paper supply, maintenance appointments, and assigning copier codes to staff and faculty. Performs Building Captain duties. Assists with tuition waivers. Assists with scholarships and awards. Performs effectively and efficiently with minimal, and at certain times, no supervision. Shall at all times maintain professional and cooperative business relationships. Performs other related duties assigned.

Job Level:

Scope & Impact: This position is an intermediate level position responsible for providing a variety of clerical/administrative support, or manual labor, tasks for an office or department. This position may have minor to moderate impact on operations of multiple work areas.

Communication & Interaction : Routinely answers questions and provides information and data requested by individuals within or outside of work area.

Effective Knowledge: Demonstrates ability to operate independently with intermittent supervision for day to day operations.

Problem Solving & Judgement : The job consists of repetitive manual tasks that are covered by specific procedures or close supervision.

Budget Authority: May compile data for budget preparation.

Policy & Procedure Authority: Primarily responsible for applying organizational policies and procedures and/or determining appropriate process to follow.

Reporting Relationships : Generally supports a manager or director-level leader, or a specific activity or function, and reports to a senior level administrative professional.

Supervisory & Team Leadership Responsibilities : None.

Qualifications

Qualifications Required:

Performs administrative or manual tasks. Typically requires general education or vocational training and 1+ years’ relevant experience in chosen field or equivalent combination of education and experience.

Qualifications Preferred:

Experience in office management, policies and procedures. Bookkeeping or financial tracking experience. Minimum 40 net w.p.m. keyboarding. Experience in a higher education environment.

Knowledge/Skills/Abilities

Literate in computer usage and word processing including, but not limited to Word and Excel. Knowledge of basic office procedures and practices. Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to work well with others fostering a positive working relationship. Ability to operate office equipment. Ability to accurately type. Ability to multi-task. Demonstrates a warm and caring professional service oriented attitude. Must be self-motivated. Ability to listen and synthesize directives.

Will this employee supervise others?

No

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.